Executive Assistant-Founder's Office

Flipspaces; Mumbai; On-site; INR 600,000 - 1,000,000; Full time

Job summary

Flipspaces is seeking an Executive Assistant to support senior leadership in managing day-to-day priorities, meetings, and cross-functional coordination. The role requires proactive, organized professionals who can manage multiple priorities in a fast-paced environment.

The ideal candidate will handle confidential information with discretion, coordinate travel, prepare MoMs, and maintain dashboards and reports for leadership reviews.

Qualifications

• Bachelor's degree in Business Administration, Management, Commerce, Communications or related discipline.
• 3–5 years of relevant experience as an Executive Assistant or similar role.
• Experience supporting CXO / Founder / Director / Senior Leadership preferred.
• Strong written and verbal communication skills in English.
• Strong working knowledge of Outlook, Excel, PowerPoint and Word / Google Workspace.
• Excellent calendar management, scheduling, documentation and follow-up skills.
• Ability to manage multiple priorities with attention to detail.
• High level of professionalism, confidentiality and discretion.
• Strong stakeholder management and interpersonal skills.

Responsibilities

• Manage leadership calendars, meetings, appointments and daily priorities.
• Coordinate domestic and international travel, accommodation and detailed itineraries.
• Prepare meeting agendas, Minutes of Meeting (MoMs) and action trackers.
• Follow up with internal teams to ensure timely leadership action item closures.
• Coordinate meetings and communication with clients, partners, vendors and senior stakeholders.
• Draft professional emails, correspondence, presentations and executive summaries.
• Prepare and maintain MIS reports, trackers and dashboards.
• Support leadership reviews, business meetings and special projects.
• Maintain confidential documents with discretion.
• Assist with expense tracking, approvals, documentation and administration.

Skills

Executive coordination

Calendar management

Stakeholder management

Communication skills

Discretion & confidentiality

Multitasking

Education

Bachelor's degree in Business Administration / related

MBA / PGDM (preferred)

Tools

Microsoft Outlook

Excel

PowerPoint

Word / Google Workspace

Job description

EXECUTIVE ASSISTANT Leadership Office

• Experience 3-5 Years
• Employment Full-Time
• Work Mode In-Office

ABOUT THE ROLE

Flipspaces is looking for a highly organized, proactive and dependable Executive Assistant to support senior leadership in managing day-to-day priorities, meetings, communication and cross-functional coordination. The ideal candidate should be comfortable in a fast-paced environment, manage multiple priorities independently and ensure timely closure of important action items.

KEY RESPONSIBILITIES

• Manage leadership calendars, meetings, appointments and daily priorities.
• Coordinate domestic and international travel, accommodation and detailed itineraries.
• Prepare meeting agendas, Minutes of Meeting (MoMs) and maintain action trackers.
• Follow up with internal teams and stakeholders to ensure timely closure of leadership action items.
• Coordinate meetings and communication with clients, partners, vendors and senior stakeholders.
• Draft professional emails, correspondence, presentations and executive summaries.
• Prepare and maintain MIS reports, trackers and management dashboards as required.
• Support leadership reviews, business meetings and special projects.
• Manage confidential documents and sensitive business information with complete discretion.
• Assist with expense tracking, approvals, documentation and administrative coordination.
• Anticipate requirements, identify potential bottlenecks and proactively resolve routine issues.

QUALIFICATION & EXPERIENCE - REQUIRED

• Bachelor's degree in Business Administration, Management, Commerce, Communications or a related discipline.
• 3-5 years of relevant experience as an Executive Assistant, Personal Assistant, Executive Coordinator or similar role.
• Prior experience supporting CXO / Founder / Director / Senior Leadership preferred.
• Strong written and verbal communication skills in English.
• Strong working knowledge of Microsoft Outlook, Excel, PowerPoint and Word / Google Workspace.
• Excellent calendar management, scheduling, documentation and follow-up skills.
• Ability to manage multiple priorities with strong attention to detail.
• High level of professionalism, confidentiality and discretion.
• Strong stakeholder management and interpersonal skills.

PREFERRED

• MBA / PGDM or equivalent management qualification (preferred, not mandatory).
• Experience in a fast-growing company, Design & Build, Real Estate, Consulting, Technology or project-based organization.
• Experience preparing management presentations, MIS reports and leadership dashboards.
• Familiarity with AI productivity tools for research, communication, presentations and task management.

KEY COMPETENCIES

• High ownership & accountability
• Proactive problem-solving
• Executive communication
• Stakeholder management
• Confidentiality & judgement
• Planning & organization
• Strong follow-through
• Attention to detail
• Ability to work under pressure
• Adaptability

IDEAL CANDIDATE

We are looking for someone who goes beyond traditional administrative support - a professional who can anticipate leadership requirements, keep priorities organized, drive follow-ups and act as an effective coordination bridge between leadership and different functions across Flipspaces. The candidate should be comfortable working closely with senior management and managing changing priorities with maturity, speed and discretion.